Administrative Coordinator for Older People's Services

4 weeks ago

Mitcham, Greater London, United Kingdom South West London and St Georges Mental Health NHS Trust Full time

Job Overview

We are looking for a dedicated Band 4 Administrative Coordinator to join our team within the Merton Services for Older People. This role encompasses various services, including the Community Mental Health Team, Home Treatment Team, and Memory Assessment Service, which provide both clinic and home-based appointments while actively supporting families and caregivers.

The MERTON CMHT for older adults is a multidisciplinary team focused on serving individuals with organic mental illnesses and those aged 75 and above with functional disorders.

MERTON CMHT is a high-demand service that manages a significant volume of referrals, outpatient clinics, memory services, and ongoing support for clients with complex needs.

Career Development and Growth Opportunities:

We are committed to maximizing the potential of our staff and supporting their career ambitions. Regular line management supervision and access to relevant Trust-wide training sessions are part of our development strategy.

Key Responsibilities

We seek an Administrative Coordinator to support our dynamic service and work flexibly across the Older People's Services.

The ideal candidate will possess relevant educational and administrative experience, preferably within a mental health setting. Strong administrative and communication skills are essential, as the successful applicant will often be the first point of contact for service users, families, caregivers, and professionals. The ability to handle multiple phone inquiries with sensitivity and compassion is crucial. The candidate should be capable of prioritizing tasks, working autonomously, and adapting to the needs of the multidisciplinary team in a fast-paced environment.

Flexible Working Arrangements:

We proudly offer agile and flexible working options as part of our modern approach, and we are open to discussing flexible working during the interview process. This role allows for a work schedule from Monday to Friday, between 9 am and 5 pm, promoting an excellent work-life balance.

About Our Organization

At South West London and St George's Mental Health NHS Trust, we are proud to foster a sense of belonging.

Our organization boasts expert services, a rich history, and a steadfast commitment to delivering high-quality care for individuals experiencing mental health challenges. The Care Quality Commission has rated our services as 'good,' and we aspire to achieve 'outstanding' status.

This is an exciting time to join our team as we transform our community care approach, supporting our mission of Making Life Better Together. We have established two state-of-the-art mental health facilities at Springfield University Hospital, recognized as among the best globally, with further developments planned across our services.

We value inclusivity and diversity, striving to be actively anti-racist. We aim to attract individuals from all backgrounds and experiences to enrich our collaborative efforts. We are committed to co-producing and involving our local communities in all our initiatives.

We provide flexible working options, career advancement opportunities, and a range of benefits to cultivate a positive and welcoming environment where our staff and their careers can flourish.

Join our inclusive teams and contribute to our patients' recovery journeys.

Job Duties

  • Ensure the accuracy and timeliness of data on RIO and Local Authority systems, producing routine reports and alerting the team to any discrepancies.
  • Provide monthly returns on the Care Programme Approach (CPA) and other performance indicators as required.
  • Ensure a courteous and efficient reception for all patients and visitors.
  • Process referrals to the team efficiently, responding to urgent cases as necessary and escalating to senior team members.
  • Facilitate effective communication within the team by relaying messages and information.
  • Handle all telephone inquiries with politeness and empathy, ensuring timely and accurate message delivery, particularly for distressed patients.
  • Take minutes during team meetings and distribute them appropriately.
  • Manage the booking of outpatient clinics and oversee their administrative operations.
  • Liaise with the Maintenance Department regarding minor building maintenance issues and coordinate support services for the team.
  • Order and manage office supplies, ensuring adequate stock levels and addressing any issues with the Team Manager.

Candidate Profile

Experience Requirements

Essential

  • Proven experience in administrative and secretarial roles.
  • Experience working within a multidisciplinary team.
  • Frontline customer service experience.

Desirable

  • Experience in an NHS or similar large organization.
  • Familiarity with computerized databases.
  • Experience in community-based work.

Training & Qualifications

Essential

  • NVQ Business Administration Level 3 or a willingness to pursue it.
  • GCSE English or equivalent qualification.
  • Evidence of ongoing professional and personal development.

Desirable

  • Evidence of continued education.
  • NVQ Business Administration Level 2 or 3.

Knowledge & Skills

Essential

  • Intermediate proficiency in Microsoft Office applications, including Word, Excel, and Outlook.
  • Ability to manage a diverse workload amidst frequent interruptions.
  • Capacity to meet deadlines and work calmly under pressure.
  • Exceptional organizational skills and the ability to prioritize effectively.
  • Ability to work independently and collaboratively within a team.
  • Excellent communication and interpersonal skills.
  • Capability to provide secretarial support for meetings, including organizing, booking rooms, and minute-taking.

Desirable

  • Knowledge of computerized patient databases.
  • Understanding of mental health issues.
  • Intermediate skills in Microsoft Excel.
  • Audio typing skills.

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